MC Meeting Minutes December 19, 2006
Meeting opened 6:55pm

Attendance
Present:
MC: Elmarie Pareezer, Paula Quigley, Rick Shaw, Vivienne Murray
Others: Sarah Cook, Bruce Diekman, Ursula Scott, Dominica Grossy, Jacquie Jensen, Wendy Dyson (left 8:15pm), Althea MacKenzie, Stevie Bee, Gabrielle Nicholson
Apologies: Motra Hayward
Facilitator: Althea Minutes: Bruce

MC
• Ursula resigned from MC, but will offer voluntary support to Sarah and Gabrielle. Ursula is happy to run training sessions on financial matters if required.

CASUAL BOARD VACANCIES
• Rick Shaw nominated himself. Althea seconded. CARRIED.
• Paula Quigley nominated herself. Althea seconded. CARRIED.
• Nominations for Chair: Elmarie and Vivienne both nominated.
Elmarie elected (Rick abstained)
• Nominations for Secretary: Vivienne nominated, elected unopposed.
Vivienne took over minuting.

Membership
• New members
That members #4103-4148 be accepted. Rick/Elmarie CARRIED

• Resignations: 3 Elmarie/Rick CARRIED
• Forfeitures: None.

Reports
FINANCE – Sarah
• Nov 06. P&L: loss of $6,853. Nov 06 sales $83,000 sales (Oct 06 $85,000).
• Loss arose from clean up of outstanding creditors – now up to date (ie. averaging 14 days outstanding).
• Other November costs: Wages for Sarah and Gab’s first month, storeroom airconditioner, updated computer, superannuation. December to March is traditionally lower turnover. Sarah has reduced stock carried. Expect expenses to normalise over the next few months.
• Traded insolvent in November. This arose from a number of years’ accumulated losses. Positive cash flows are expected from now on. As a going concern, AH expects to trade out of deficit. In the case of wind-up, $36,000 of share capital becomes available, which is enough to meet liabilities. Accountant is aware of and comfortable with financial position; MC will continue to monitor.
• Jacqui queried the GST amounts: why are both positive? Sarah to investigate. Also queried $1,000 "Intro tour float". Gab to clarify with a journal entry.
• Several items need to be resolved, particularly depreciation amounts.
Report accepted Paula/Elmarie CARRIED

MANAGER - Sarah
• Roster review every 3 months.
• Discussion of reliability of volunteers – Vivienne and Rick will review volunteer participation at some future date. To be discussed next meeting.
• Staff contracts – all on contracts except Adam, Dom and cleaners. Sarah will
investigate superannuation status for cleaners.
• Stevie Bee: Service agreement is done.
• Sarah and Paula to interview Gabrielle for bookkeeper position. Sarah to liaise with Ursula to finalise books before sending to accountant.
• Hassan is putting in 8 hours per month on Filemaker. Any hours above this will be submitted in writing for approval.
• Stock management – Working toward real time inventory, alerts on when to re-order stock, data warehousing, looking to monitor stock flow.
• Meerkat (IT support provider) has forwarded contract. A lot of work needs to be done (cabling, backup etc.). Sarah will review and report to MC.
Bruce: Expects us to be getting community organisation rates.
Jacqui asked about POS, and Dom reports working well.
• E-news letter being drafted.
• There will be 4 shop co-ordinators, all trained to encourage consistency.
• MC needs to submit log of work done each month.
• Products forum: MC, staff and members to be invited to participate in review of product ordering procedure.
• Cleanliness of AH has improved.
• Sarah seeking clarification of her role and relationship with and responsibilities of MC.
Vivienne: MC will set strategy which manager will implement. Manager will be
responsible for day-to-day operations.
Elmarie: New MC will have a strategy meeting in January to set annual agenda.

9:35pm: Change of chair to Elmarie

• Staff meeting minutes submitted. Amendments required.
• Sarah will put a blackboard behind till with “What’s New”.
• Sarah will fix up liquid trays and stainless steel scoops.
• Black safety mats at the till – sufficient cover to meet ergonomic requirements.
• Manuals: Shop Coordinators’ up-to-date. Need to address procedures and Workcover issues for volunteers.
Bruce: Nature Conservation Council has info on volunteer roles which may provide useful guidelines.
• Need to improve storeroom – may need capital investment. Conflicting inspectors’ reports, all issues raised addressed.

STOCK – Sarah
• Stock loss reducing. Plums rationalised. David has increased discussions with farmers. More poor quality stock returned.
• Stock coordinators and Co-op Manager meeting weekly. Second meeting very positive.

Next meeting January 23 informal strategy meeting – main task is to review
January 2006 strategy meeting notes.

Meeting closed: 10.35pm